Alamance Community College is seeking an experienced full time Senior Administrative Assistant in the Student Learning division to support our growing and progressive curriculum programs. Successful candidate will be a self-motivated team player. This is an opportunity to work in a fast-paced environment with students and faculty across all three academic divisions while upholding the mission statement of the college to provide educational programs and services to prepare all members of our diverse community to succeed.
This position is part of an administrative assistant team that provides administrative support and a variety administrative services to the three division deans.
 

• Applied Engineering, Agriculture and Skilled Trades 
• Business, Arts and Sciences 
• Health and Public Services 

 
Responsibilities may include: Reconciling, and maintaining evaluating complex data, coordinating departmental purchases, and reviewing expenditures; accurately writing and tracking faculty contracts, reviewing, proofreading and editing a variety of communications such as letters, memos and announcements; reconciling monthly payroll, preparing financial and/or statistical reports; preparing meeting agendas, recording meeting minutes; planning and coordinating events, maintaining calendar and appointments.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Preparing various documents (various reports, contracts for adjunct faculty, payroll reconciliation and submittal, review travel requests, supply orders, etc.) 
• Supervision of student workers 
• Help in planning and coordinating meetings
• Performing front-desk and clerical duties; which involves answering telephones
• Providing information/assistance to students, visitors, faculty and staff in-person, via email or phone
• Directing visitors to appropriate departments or personnel
• Scheduling appointments, meetings, and updating calendars
• Processing and distributing mail
• Filing and record keeping, preparing meeting agendas
• Accurately transcribing and proofreading meeting minutes, preparing for and assisting with College events.
• Excellent customer service skills and telephone presence with the ability to work well with the public in high pressure situations.
• Ability to multitask and perform detailed tasks accurately, with interruptions.
• Strong computer skills with a focus on Microsoft office applications and Google Documents
• General knowledge of office practices with great attention to detail.
• Assist in  communication with admitted and potential students by providing information regarding necessary steps in the enrollment process (payments, directions, materials)
• Engaging in continuous improvements efforts.
• Building positive, effective relationships with internal and external partners. 
• Assisting with accreditation/regulatory reports.
• Assisting with live projects as relevant.
• Serve on College Committees
• Performs other duties as assigned that support the College mission and initiatives 

Supervisory Responsibilities
This position does not have supervisory responsibilities.

Competencies 
To perform the job successfully, an individual should demonstrate the following competencies:

• Demonstrate excellence in written, oral, and interpersonal communication skills.
• Demonstrate commitment to diversity, equal opportunity, and the academic, intellectual, and social development of all students and employees.
• An understanding of and commitment to the comprehensive community college philosophy and mission.
• Treat others respectfully and behave in such a way that creates a workplace environment that is marked by trustworthiness and honesty that is professionally appropriate.
• Act as a team player when working with employees of the College and the community of Alamance County.

Analytical - Synthesizes complex or diverse information; collects and researches data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Written Communication - Able to read and interpret written information.

Business Acumen - Aligns work with strategic goals.

Cost Consciousness - Works within approved budget; conserves organizational resources.

Diversity - Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Personal Appearance - Dresses appropriately for position.

Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in timely manner.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills 
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills 
Ability to calculate and apply concepts of basic Mathematics.  

Reasoning Ability 
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Computer Skills 
To perform this job successfully, an individual should have general knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• Walking _X__
• Running _____
• Squatting _______
• Jumping ______
• Sitting __X____
• Standing __X__
• Lifting (10 lbs. maximum)  __X___
• Speaking __X__
• Hearing __X___

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Occasional evenings during registration, meetings, and special events.

• Classroom Setting  ___X__ (as needed for events)
  1. Inside ___X___ (as needed for events)
  2. Outside ___X___ (as needed for events)

• Office Setting ___X____
• Loading Dock ________

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.